Commitment-triggered COI Requests

Jones now eliminates all confusion over COI collection by sending automatic notifications whenever new commitments are created, making it nearly impossible to miss requesting COIs. Plus, all subcontractors missing COIs can now be found in an easily accessible list in Procore that updates in real-time.

Commitment-triggered COI Requests are only available for companies with Procore Project Financials. Don’t have Procore Project Financials? You can still use every other function in the Jones Procore App.

Reasons to use Commitment-triggered COI Requests

Problems solved with Commitment-triggered COI Requests

Consider using Commitment-triggered COI Requests if your team experiences any of the below difficulties:

• Communication gaps between various departments about which subcontractors are compliant and which need to have their COIs collected.
• No clear way to identify which subcontractors are missing COIs.
• Your accounting team often needs to delay payment to subcontractors due to delayed collection of insurance documents.
• Subcontractors are working on projects without having submitted their insurance documents.

How Commitment-triggered COI Requests can fit into your workflow

Commitment-triggered COI Requests are not applicable to every company using Procore. However, you may want to consider using this functionality if:

• Your team uses the Commitments Field in Procore.
• The person creating commitments in Procore is different from the person requesting COIs from subcontractors.
• Your accounting, risk management, or administrative teams want to be alerted every time a new commitment is created in Procore.
• Your team wants to collect COIs from subcontractors as soon as bids are awarded.
• You’re ready to replace Excel sheets of subcontractors missing COIs with up-to-date lists in Procore.

Commitment-triggered COI Requests — explained (deep dive)

Technical Walkthrough

Here is a more technical walkthrough of Commitment-triggered COI Requests. This video covers additional aspects including configuring email settings in the user management tab.

Procore Commitment fields that initiate this workflow

Commitment-triggered COI Requests will only be initiated when new "Subcontract" commitments are created. Creating new "Purchase Order" commitments will not initiate any Commitment-triggered COI Request functionalities.

Here’s a list of which Procore Commitment Statuses initiate Commitment-triggered COI Requests:

If a subcontract is moved to "Terminated" or "Void" status, it will immediately be removed from the "Project Commitments without COI Requests" table.

If a project-level commitment is created for a company already listed under the Global Requests section on a project, a Commitment-triggered COI Request will not be initiated. Additionally, Companies will only be listed once on the "Request for Commitments" tab, regardless of how many different commitments they have within a project.

Email notifications with Commitment-triggered COI Requests

The subject line for these emails will always be:
Commitment in [Project Name] - [Project Number] pending COI request for [name of subcontractor]

Below is an example of what each email looks like:

The Orange "Go to Procore" button will open Procore in a new window. The user will automatically be prompted to log in to the Jones app in Procore within the specific project referenced in the email.

Learn how to configure email notifications for your team in the User Permissions section below.

Troubleshooting email notifications with Commitment-triggered COI Requests

Common reasons why you may not receive email notifications when new commitments are created in Procore include:

• Existing Commitments
  Commitment-triggered COI Request emails will only be sent for new commitments created. Any existing commitments prior to configuring the Jones app in Procore will not trigger email notifications.

• User Permissions
  Only Jones users with "COI Requests for Commitments" toggled "on" in their email settings will receive email notifications. You can learn more about this in the "User Permissions" section below.

Still not receiving emails when new commitments are created? Feel free to reach out to your customer success manager for assistance.

• Sequence of Events
  The below flowchart shows the entire workflow of Jones events that occur when new commitments are created.

Learn more about the sequence of events in Procore when new commitments are created under the "Workflows" tab in Procore's help center here.

Using the "Request for Commitments" tab in the Jones Procore app

How to access the "Request for Commitments" tab

The "Request for Commitments" tab is available for every company using the Jones Procore app. Even if you do not have Procore Project Financials or don’t use the commitment field in Procore, the tab will still appear in the Jones Procore app.

First, make sure you are in a project in Procore. Commitment-triggered COI Requests do not work on a global-level.

Once inside a Procore project, navigate to the upper right-hand corner and select the Jones app. If you don’t already have the Jones app, you can find us in the Procore Marketplace and reach out to our team here to get started.

Navigate to the middle tab on the Jones Procore app: "Request for Commitments." Here you’ll see a list of all subcontractors that have not yet had their insurance documents requested that updates in real time.

Understand the "Project Commitments Without COI Requests" table

The "Project Commitments Without COI Requests" table is an up to date list of all subcontract commitments on a project that have not yet had a COI requested through Jones.

Here’s an overview of each column:

• Company Name
  This is populated from the "Contract Company" field in Procore Commitments.
• Commitment Number
  This is populated from the "Contract Number" field in Procore Commitments.
• Commitment Status
  This is populated from the "Status" section in Procore Commitments. Commitment status changes will be reflected in real time on the ‘Project Commitments without COI Requests’ Table. To learn more about which commitment statuses initiate Commitment-triggered COI Requests and will be listed in this table, see the "Procore Commitment Fields That Initiate This Workflow" section above.
• Executed
  This is populated from the "Executed" field in Procore Commitments and will either be "Yes" or "No." Learn more about the "Executed" field in Procore's help center here.
• Action
  There are two actions that can be taken for each row of the "Project Commitments without COI Requests" table. Either "Add Project COI Request" or "Dismiss."
• Add Project COI Request
  Clicking this will initiate a project-level COI request for the company. You can learn more about COI requests in the "Send a COI Request" section of the Jones Procore Help Center. After the request is sent, the company will be removed from this table and instantly added to the "Project Requests" table under the "Request COIs" tab.
• Dismiss
  Clicking this will remove the company from the table. You can always send a COI request to this company in the future if needed.

Companies that have already had COI Requests will not be listed on this table. You’ll be able to find those companies on the ‘Project Requests’ table under the ‘Request COIs’ tab.

Commitment-triggered COI Requests: user permissions

Initiating Commitment-triggered COI Requests

A detailed breakdown is listed in Procore’s help center on which Procore user permissions can create and configure commitments.

Receiving email notifications

Only Jones users with admin, compliance manager, and inviter permissions can receive Commitment-triggered COI Request email notifications. Users with read-only permissions will not be able to receive Commitment-triggered COI Request email notifications.

Email notifications can be toggled on/off for a user on a specific project or across all projects a user is assigned to. To configure these settings, navigate to the "User Management" tab and toggle email settings on/off for the user. Learn more about this in the "How to Customize Jones Account Settings" Procore Help Center page here.

By default, new Jones users added to projects in Procore will automatically be toggled "On" to receive commitment-triggered COI email notifications.

See the contents of these emails in the "Email notifications with Commitment-triggered COI Requests" above.

The user must have already been invited to Jones in order to receive email notifications.